Summit Policies, Terms & Conditions

By submitting a partnership or exhibitor application through the Online Portal, whether selecting immediate payment or the “Pay Later” option, the organization or individual (“Participant”) agrees to these Terms and Conditions. Participants selecting the “Pay Later” option remain bound by these Terms and Conditions upon submission of their application. Participation opportunities are confirmed only upon receipt of full payment.

1. Participation Benefits

In consideration of the Participation Fee paid, NARR will provide the benefits associated with the selected package, as described in the Partnership & Exhibitor Prospectus and portal listing.

NARR reserves the right to make minor modifications to participation benefits, placement, scheduling, or recognition format if necessary due to event logistics, venue requirements, production timelines, or operational considerations, provided the overall value of the package is not materially reduced.

Placement, rotation, and duration of recognition slides and on-screen visibility are determined at NARR’s discretion based on program structure and technical limitations.

2. Right to Accept or Reject Participation

NARR reserves the right, at its sole discretion, to accept or reject any participation application for any reason, including but not limited to misalignment with NARR’s mission, values, or standards.

If an application is rejected after payment has been made, NARR will issue a full refund of the participation fee.

3. Payment

All sponsorship fees are due in full at the time of registration unless the Participant selects the “Pay Later” option in the online portal.

Payment Deadlines

For packages that do not require production of branded materials (including but not limited to exhibit packages, advertising placements, and recognition-based sponsorships), full payment must be received no later than August 29.

For packages that require production of branded materials (including but not limited to tote bags, lanyards, water bottles, signage, charging stations, or other custom items), full payment must be received no later than July 31, or as otherwise specified by NARR based on production timelines.

Failure to remit payment by the applicable deadline may result in cancellation of the participation and release of the opportunity to another organization without refund of any partial payments.

NARR reserves the right to withhold recognition benefits, promotional placement, advertising inclusion, or exhibit access until payment is received in full.

4. Use of Name, Logo, and Materials

Participant grants NARR a non-exclusive, royalty-free license to use Participant’s name, trademarks, logos, and company descriptions for event-related marketing, promotional materials, digital platforms, printed materials, and on-site recognition in connection with the Summit.

Participant is responsible for providing all branding assets in the required formats and by the deadlines established by NARR. Failure to meet production deadlines may result in forfeiture of certain recognition benefits without refund.

NARR is not responsible for errors in materials provided by Participant.

5. Program Advertisements

Program advertisements are available only to eligible sponsorship levels as outlined in the Prospectus. Advertisements are not sold as standalone placements.

All advertisement artwork must be submitted by the stated deadline and meet published specifications. NARR reserves the right to refuse or remove any advertisement that, in its sole discretion, is misleading, inappropriate, unlawful, or inconsistent with the mission, values, or professional standards of the Summit.

6. Conduct & Compliance

Participant agrees to comply with all applicable federal, state, and local laws, as well as all policies established by NARR and the event venue.

Participant agrees that all displayed materials, services, and representations will be presented in a dignified, truthful, and professional manner.

Participant is solely responsible for shipping, storage, and retrieval of exhibit materials. NARR is not responsible for loss, delay, or damage to shipped materials.

NARR reserves the right to remove any Participant whose conduct, display, distributed materials, or activities are disruptive, unsafe, unlawful, misleading, or inconsistent with the mission or standards of the Summit. Removal may occur without refund.

Participation rights, exhibit space, and associated benefits may not be assigned, transferred, or subleased without prior written approval from NARR.

7. Registration & Access

All sponsor representatives attending the Summit must be properly registered and wear official event credentials at all times.

NARR reserves the right to deny access to any individual not properly registered or credentialed, or whose conduct violates event policies or community standards.

8. Community Standards

Participants, their representatives, vendors, and agents agree to abide by the Summit’s community standards and code of conduct. Violations may result in removal from the event without refund.

9. Cancellation & Refunds

Participation fees are non-refundable unless otherwise expressly stated in writing by NARR.

NARR is not responsible for costs incurred by Participant in preparation for the Summit, including but not limited to travel, shipping, production, staffing, or promotional expenses.

10. Event Modification / Force Majeure

NARR reserves the right to cancel, postpone, relocate, or modify the Summit due to circumstances beyond its reasonable control, including but not limited to natural disasters, public health emergencies, government restrictions, labor disputes, venue closure, acts of terrorism, or other force majeure events.

In such cases, NARR’s liability shall be limited to a refund of participation fees paid, less any non-recoverable expenses incurred by NARR in connection with the event.

11. Photography & Media

Participant acknowledges that NARR may photograph or record the Summit and may use images or recordings for promotional and archival purposes.

Participant consents to the inclusion of its exhibit space and representatives in such materials unless otherwise requested in writing prior to the event.

12. No Endorsement

Acceptance of participation does not constitute real or implied endorsement by NARR of the Participant’s products, services, or activities.

13. Liability & Indemnification

NARR shall not be responsible for loss or damage to Participant property or for personal injury to Participant personnel or invitees, except to the extent caused by NARR’s gross negligence or willful misconduct.

Participant agrees to indemnify, defend, and hold harmless NARR, its officers, directors, employees, contractors, and agents from any claims, liabilities, losses, damages, or expenses (including reasonable attorneys’ fees) arising out of or related to:

• Participant’s participation in the Summit
• Participant’s exhibits, materials, or promotional items
• Participant’s trademarks or representations
• Participant’s activities on-site or related to the event

Hotel Hold Harmless Requirement

In addition, Participant expressly acknowledges and agrees to the following:

“The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.”

For purposes of this provision, ‘Hotel’ refers to Marriott Fort Lauderdale Harbor Beach Resort & Spa, the venue hosting the 2026 NARR Best Practices Summit.

14. Insurance

Participant is solely responsible for maintaining appropriate insurance coverage for participation in the Summit, including general liability insurance covering personnel, displays, and materials.

NARR does not maintain insurance covering Participant property or activities. NARR reserves the right to request proof of insurance if deemed necessary.

15. Limitation of Liability

To the fullest extent permitted by law, neither party shall be liable for any incidental, consequential, indirect, special, or punitive damages arising out of participation in the Summit.

NARR’s total liability arising under these Terms and Conditions shall not exceed the total sponsorship fees paid by Participant.

16. Independent Contractor

Nothing in these Terms and Conditions shall be construed to create a partnership, joint venture, agency relationship, or employment relationship between Participant and NARR.

17. No Waiver

Failure by NARR to enforce any provision of these Terms and Conditions shall not constitute a waiver of that provision or any other rights.

18. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of the State of Minnesota.

Participant consents to exclusive jurisdiction and venue in the state and federal courts located in the State of Minnesota. 

18. Acceptance

Submission of a partnership or exhibitor registration through the online portal constitutes acceptance of these Terms and Conditions and creates a binding agreement between the Participant and NARR.